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Handbook of Business Procedures

Date published: 
Last revised: 
Issued by: 

March 8, 2011
October 9, 2013
Risk Management


Part 19. Risk Management - Table of Contents


A. Introduction

The University of Texas System Camp Insurance Program provides excess accident and general liability coverage for academic and sports camps that are owned, operated, or sponsored by The University of Texas System, if the camp is enrolled in the Camp Insurance Program. Because of the additional risk associated with camps, The University of Texas at Austin strongly recommends that university camp sponsors enroll the camp in the Camp Insurance Program. The general liability portion of the program provides protection for the camp, coaches, and staff members against claims of bodily injury, property damage liability, and litigation costs to defend against such claims. The Camp Insurance Program also provides an excess accidental death and dismemberment policy that includes limits for medical coverage. The program’s policy is excess above any insurance the campers have available to them. Coverage is available through the Camp Insurance Program for both sport- and academic-focused camps.

Note: In order for coverage to be in effect, the university sponsors must enroll the camp in the insurance program. See How to Apply for Coverage below.

B. Rates

The nominal premium rates are detailed on the application form for each camp. These rates are subject to change annually, normally at the end of April. The camp administrator should ensure that the current application form is used.

C. Camp Coverage

Basic information about camp coverage is listed below. For more details, see the UT System Risk Finance: Camp Insurance Program Web page.

1. How to Apply for Coverage

a. Complete the appropriate form at least 7 business days prior to the start of the camp.

b. Completed applications should be sent via Email to the Office of Risk Management (ORM), Attn: Ruth Maldonado, Risk Finance Administrative Assistant, at

2. Billing

Billing is coordinated by The University of Texas System’s Risk Finance Office. The camp insurance broker will bill each camp administrator individually.

3. Reporting Claims

Claims should be reported as soon as possible, using the following procedures:

a. Complete the Berkley Loomis Claim form

b. Create a packet that includes the following items:

  • Completed Berkley Loomis Claim form
  • Itemized medical bills
  • If coverage is excess, copies of the explanation of benefits (EOB) must be included

c. Send a copy of the information packet via email or fax to the UT System Claims Coordinator

d. Send a second copy of the information packet via mail or fax to:

Mail: The Loomis Company
        P.O. Box 14162
        Reading, PA 19612-4162

Fax: 610-373-9707, Attn: Supplemental Accident
Note: Do not fax full medical claims because medical bills are often illegible when faxed.

If a physician's office or hospital needs to confirm benefits before a medical procedure is performed or if more information is required, contact the Berkley Loomis claims office at 1-866-915-6618.

D. Transporting Campers in 12- and 15-Passenger Vans

If camp participants and/or staff will be transported, please note the guidelines and restrictions in the University of Texas System policy UTS157 regarding 12- and 15-passenger vans. With limited exceptions, these vans may not be used to carry more than nine occupants, including the driver. Other restrictions apply as well, including specialized training requirements for van drivers. For information about 12- or 15-passenger van driver training, see 12- and 15-Passenger Vans or contact Parking and Transportation Services:

Phone: 512-471-7275

E. Resources



Part 19. Risk Management - Table of Contents